Procurement & Contract Assistant
Oakland, CA
Temporary
Purchasing
Experienced
Job Title: Procurement & Contract Assistant
Description: Under supervision, assists Contracts Specialists or other procurement, contracts or compliance staff with related assignments, to relieve the procurement, contracts or compliance staff of some administrative detail and to perform complex clerical or administrative purchasing-related tasks.
Procurement & Contracts Assistants are located in the Contract Compliance and General Services Department (CCGS) and typically work with a team of Contracts Specialists under the direction of CCGS Director or other higher-level procurement and contracting classifications. They perform clerical or administrative tasks related to the processing of purchasing documents. The classification is distinguished from the Contracts Specialist I/II in that assignments are of a less complex nature and employees in this classification act in a supportive role to the procurement, contracts or compliance function.
Duties & Responsibilities:
As directed, assists with commodity purchases, obtains prices and other related information for requisitions from existing contracts, obtains telephone quotations and places orders on selected items and emergency calls.
2. Researches, collects and compiles data to assist in preparation of bid solicitations, compliance matters, contracts and other selected items.
3. Answers questions from client departments concerning contract information / status. Answers questions from vendors and prospective bidders concerning Authority requirements.
4. Under direction, interviews salespersons, answers questions, and obtains product information.
5. Assists in the solving of various purchasing problems related to delivery, payment, price discrepancies, incorrect merchandise, processing issues, inadequate service and damaged merchandise.
6. Proofreads prepared specifications, bids and purchase orders for completeness.
7. Develops and maintains statistical records and other reports.
8. Prepares, computes and issues change orders against open purchase orders as directed.
9. Maintains files of procurement and contracting correspondence and documents.
10. Cross-trains with other Assistants.
11. Accumulates, sorts and delivers mail as well as mailing out any needed procurement documents, letters, notices, etc.
12. Assists with purchasing financial system issues, such as system testing and troubleshooting.
13. Maintains databases and data on procurement and contracting website.
14. Assists in the preparation for, and attends bidder’s conferences, business outreach meetings, vendor fairs and other purchasing related events.
15. Ensures accurate reporting on the contract records for agency contracts, which include updating the agencies procurement system with documented contract changes, such as option terms exercised, amendment, contract terminations letter, contract completion letters, etc.
16. Informs CCGS Leadership, assigned Contract Specialist and Client department of upcoming contract expirations.
17. Ensures proper linkage of PO to contract record in the procurement system
18. Preparation of procurement documents such as option term letters, contract amendments, contract completion letters, contract termination letters, award and non-award letters, and other procurement-related documents as assigned.
19. Performs contract close outs to ensure that the procurement file is complete and has all required documentation.
MINIMUM QUALIFICATIONS:
Either I
The equivalent of one year of full-time experience as a Clerk, Lead Clerk, or an equivalent or higher-level class in a government entity.
Or II
The equivalent of three years of full-time clerical experience, one year of which was related to fundamentals of buying is desirable. (The equivalent of completion of two years of college with course work in business, marketing or a related field may be substituted for two years of experience.)
KNOWLEDGE AND SKILLS:
NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Duties" section of this specification.
Knowledge of:
· Modern office practices and procedures, including business correspondence, filing, typing, data entry and standard office equipment operations.
· Computer skills such as Microsoft Word, Access, Excel, e-mail, Outlook and the Internet. Experience with Financial and Procurement systems is highly desired, but not required.
Ability to:
· Perform basic mathematical procedures, including computing interest, percentages, discount and unit prices.
· Participate in group discussions and individual interviews.
· Communicate effectively orally and in writing.
· Establish priorities and organize time.
· Understand and follow instructions and procedures.
· Read and comprehend general and technical information.
· Analyze simple bids/solicitations.
· Proofread, learn rules, regulations and terminology of CCGS Department and HUD.
· Establish and maintain cooperative working relations.
· Use a variety of computer applications.
Talantage, LLC is committed to presenting candidates that contribute to an organizations culture of inclusivity and its commitment to diversity in the workplace are demonstrated through our recruitment practices. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender, gender identity, sexual orientation, marital status, national origin, citizenship status, disability, age, or veteran status. Our equal opportunity employment efforts comply with all applicable U.S. state and federal laws governing non-discrimination in employment.
Description: Under supervision, assists Contracts Specialists or other procurement, contracts or compliance staff with related assignments, to relieve the procurement, contracts or compliance staff of some administrative detail and to perform complex clerical or administrative purchasing-related tasks.
Procurement & Contracts Assistants are located in the Contract Compliance and General Services Department (CCGS) and typically work with a team of Contracts Specialists under the direction of CCGS Director or other higher-level procurement and contracting classifications. They perform clerical or administrative tasks related to the processing of purchasing documents. The classification is distinguished from the Contracts Specialist I/II in that assignments are of a less complex nature and employees in this classification act in a supportive role to the procurement, contracts or compliance function.
Duties & Responsibilities:
As directed, assists with commodity purchases, obtains prices and other related information for requisitions from existing contracts, obtains telephone quotations and places orders on selected items and emergency calls.
2. Researches, collects and compiles data to assist in preparation of bid solicitations, compliance matters, contracts and other selected items.
3. Answers questions from client departments concerning contract information / status. Answers questions from vendors and prospective bidders concerning Authority requirements.
4. Under direction, interviews salespersons, answers questions, and obtains product information.
5. Assists in the solving of various purchasing problems related to delivery, payment, price discrepancies, incorrect merchandise, processing issues, inadequate service and damaged merchandise.
6. Proofreads prepared specifications, bids and purchase orders for completeness.
7. Develops and maintains statistical records and other reports.
8. Prepares, computes and issues change orders against open purchase orders as directed.
9. Maintains files of procurement and contracting correspondence and documents.
10. Cross-trains with other Assistants.
11. Accumulates, sorts and delivers mail as well as mailing out any needed procurement documents, letters, notices, etc.
12. Assists with purchasing financial system issues, such as system testing and troubleshooting.
13. Maintains databases and data on procurement and contracting website.
14. Assists in the preparation for, and attends bidder’s conferences, business outreach meetings, vendor fairs and other purchasing related events.
15. Ensures accurate reporting on the contract records for agency contracts, which include updating the agencies procurement system with documented contract changes, such as option terms exercised, amendment, contract terminations letter, contract completion letters, etc.
16. Informs CCGS Leadership, assigned Contract Specialist and Client department of upcoming contract expirations.
17. Ensures proper linkage of PO to contract record in the procurement system
18. Preparation of procurement documents such as option term letters, contract amendments, contract completion letters, contract termination letters, award and non-award letters, and other procurement-related documents as assigned.
19. Performs contract close outs to ensure that the procurement file is complete and has all required documentation.
MINIMUM QUALIFICATIONS:
Either I
The equivalent of one year of full-time experience as a Clerk, Lead Clerk, or an equivalent or higher-level class in a government entity.
Or II
The equivalent of three years of full-time clerical experience, one year of which was related to fundamentals of buying is desirable. (The equivalent of completion of two years of college with course work in business, marketing or a related field may be substituted for two years of experience.)
KNOWLEDGE AND SKILLS:
NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Duties" section of this specification.
Knowledge of:
· Modern office practices and procedures, including business correspondence, filing, typing, data entry and standard office equipment operations.
· Computer skills such as Microsoft Word, Access, Excel, e-mail, Outlook and the Internet. Experience with Financial and Procurement systems is highly desired, but not required.
Ability to:
· Perform basic mathematical procedures, including computing interest, percentages, discount and unit prices.
· Participate in group discussions and individual interviews.
· Communicate effectively orally and in writing.
· Establish priorities and organize time.
· Understand and follow instructions and procedures.
· Read and comprehend general and technical information.
· Analyze simple bids/solicitations.
· Proofread, learn rules, regulations and terminology of CCGS Department and HUD.
· Establish and maintain cooperative working relations.
· Use a variety of computer applications.
Talantage, LLC is committed to presenting candidates that contribute to an organizations culture of inclusivity and its commitment to diversity in the workplace are demonstrated through our recruitment practices. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender, gender identity, sexual orientation, marital status, national origin, citizenship status, disability, age, or veteran status. Our equal opportunity employment efforts comply with all applicable U.S. state and federal laws governing non-discrimination in employment.
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